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Executive Assistant

Executive Assistant

The Water Foundation is seeking a committed, responsible, and energetic individual to provide administrative support to its CEO, Wade Crowfoot. Wade has over 20 years of experience with water, climate change and sustainability issues, most recently serving as an environmental advisor to Governor Jerry Brown. Wade leads a dynamic, collaborative team at the Water Foundation. The Executive Assistant (EA) will be a resourceful, quick learner who thrives on taking on new challenges. He or she will work in a fast-paced environment requiring detail-oriented work, quick thinking, independence, and professionalism. As a member of the Water Foundation team, the EA will experience the benefits of working in an ambitious new organization, including the cultivation of close working relationships and an exposure to high-impact environmental work. The EA will report to the CEO.

Primary Duties and Responsibilities
The Executive Assistant will perform the following and other duties as assigned:

  • Perform all administrative duties to support the CEO, enabling him to be highly effective in executing his role.
  • Manage the CEO’s calendar (schedule calls, plan meetings, etc.).
  • Plan, coordinate, and ensure that the CEO’s schedule is thoughtfully and effectively constructed with an eye to supporting expressed priorities. Provide a “gatekeeper” and “gateway” role, creating win-win situations for access to the CEO’s time and attention.
  • Work closely with the CEO to keep him well-informed of upcoming commitments and responsibilities, following up appropriately.
  • Prepare the CEO for meetings by providing preparatory information; take notes at meetings.
  • Research, prioritize, and manage responses to incoming correspondence and requests.
  • Assist with production and quality control of outgoing work products such as PowerPoint presentations, memos, and executive summaries. Proofread and edit documents with a critical eye for style, grammar, consistency, and punctuation.
  • Provide a bridge for smooth communication between the CEO and internal teams demonstrating leadership to maintain credibility, trust, and support with staff.
  • Serve as key point of contact for executive assistants at grantee organizations and partner foundations.
  • Manage multifaceted logistics and calendars for meetings and conferences, including arranging travel and catering and setting up and breaking down meeting rooms for the CEO’s meetings.
  • Manage operations in the foundation’s newly established Oakland office, ensuring all technical equipment is functioning properly and office is fully stocked. Schedule use of offices by foundation staff, host guests and organize the use of the office’s conference room.
  • Answer incoming calls for the CEO and the Foundation’s general phone line; screen unsolicited grant inquiries; greet visitors.
  • Support effective management of the Foundation’s office by assisting with specified tasks, including interfacing with vendors, contractors, and others.
  • Provide administrative support to other WF staff members in the Oakland office when time allows and this help is requested.
  • Other duties and special projects, as needed.

Qualifications
The successful candidate will have the following minimum qualifications:

  • 2+ years experience in an office administrative or similar role
  • Bachelor’s degree or equivalent
  • Strong written and verbal communication skills
  • Previous experience maintaining calendars and coordinating meetings/events highly valuable
  • Superb attention to detail and excellent organizational skills
  • Demonstrated expertise with MS Word, Excel, PowerPoint, and Outlook
  • General computer knowledge and the ability to learn new technology rapidly and thoroughly
  • Ability to work effectively and efficiently with minimal supervision, prioritize, and multi-task
  • Ability to keep calm under pressure and respond to stressful situations with grace and poise
  • Excellent interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, partners, and grantees
  • Interest, comfort, and strength working in a dynamic “start-up” environment
  • Excellent analytical and problem-solving skills with the ability to synthesize information
  • Ability to represent the Foundation professionally, maintain confidentiality, and handle sensitive matters with discretion and diplomacy
  • Self-motivation and strong judgment
  • Forward-looking thinker who actively seeks opportunities and proposes solutions
  • Commitment to and passion for the Water Foundation’s mission and vision
  • Exposure to the philanthropic and/or nonprofit sector a plus
  • Flexibility and sense of humor

Compensation and Location
The Water Foundation offers an excellent benefits package and a competitive salary that is commensurate with experience. This position will be based in the Water Foundation’s Oakland, California, office and will require travel to the Sacramento office.

To Apply
To be considered for this position, interested candidates should submit a cover letter, resume, and one-page writing sample to Lizette Leclerc at lleclerc@waterfdn.org. Please write “EA Application – [your first and last name]” in the subject line. This position will remain open until filled.

The Water Foundation is an equal opportunity employer.

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